Sr Administrative Assistant

San Jacinto•Houston, TX

3d•Onsite

About The Position

The Sr Administrative Assistant provides administrative support to division leaders, department chairs, faculty, and staff. The position supports academic and operational processes, maintains records, coordinates meetings and travel, and performs general office and business-office duties. The role requires a physical presence at the assigned on-site work location during unrestricted operations, with very limited or no opportunity for remote work.

Requirements

High school diploma or equivalent.
Three years of office, clerical, or administrative support experience, or an equivalent combination of education and experience sufficient to perform the essential duties.
Ability to demonstrate the College values.
Professional image, excellent telephone etiquette, and strong communication skills.
Accuracy and strong proofreading, grammar, and spelling skills.
Ability to work in a team environment; flexibility and good public relations skills; attention to details and deadlines; ability to balance multiple tasks, analyze and solve problems, and work independently in a fast-paced office environment.
Basic proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
Physical presence at the assigned on-site work location during unrestricted operations; remote work opportunities are very limited or unavailable.

Nice To Haves

One year of specialized or technical training beyond high school.
One or more years of experience in a higher education environment.

Responsibilities

Provide administrative support to administrators and faculty with paperwork, including new faculty setup, faculty loads, initial daily schedules, textbook adoption support, supply orders, EPAFs and leave forms, grades, and class rolls.
Interface daily with students, administrators, departments, visitors, staff, and faculty.
Enter data for new, transitioning, and current students; maintain computer-based records and files; create classes; and assist with course substitution forms.
Schedule and coordinate meetings and room reservations, including Faculty, Advisory Board, Job Fair, Information Sessions, and New Student Orientations; record and transcribe meeting minutes.
Work with Department Chairs and Division Operations Coordinators on class cancellations, class schedules, and catalog revisions, including updates to promotional brochures, materials, or websites.
Prepare and process requisitions and invoices and enter information through several Banner programs.
Maintain affiliation agreements, career cluster six-year plans, and agreements; complete ad hoc projects as assigned.
Perform general office duties, including typing letters, memos, substitute forms, and reports, including required state reporting.
Process P-card statements and maintain P-card records and expenditures.
Coordinate travel arrangements, hotel bookings, and parking reimbursements.
Collect and process end-of-course folders.
Order inventory supplies and submit expenses.
Coordinate classroom facilities, including maintenance requests.
Order exams.
Work in the Business Office as required, including attending training for this work.
Perform other duties as assigned.
Proctor as needed and assist with recruiting development needs.